Effective Date: 19 November 2021
1.2 The UOW’s Privacy Statement which is available at https://www.waikato.ac.nz/official-info/index/docs/privacyact applies to TAIAO.
2.4 We must comply with the Privacy Act 2020 (Privacy Act), the Public Records Act 2005 and, if you are in the European Union, the General Data Protection Regulation (GDPR). Where they conflict, we are required to comply with New Zealand law.
Why do we collect your personal information?
3.1 We collect your information to carry out our operations, functions and activities. These are our “Purposes” under the Privacy Act or “Legitimate Interests” under the GDPR, and include:
(a) creating accounts for Registered Users for the purpose of uploading Resources and allowing interactive communications within the Website;
(b) the sharing of Resources through the use of the Website which is located at https://taiao.ai/admin/;
(c) monitoring use of the Website; and
(d) monitoring, evaluating and improving the performance and function of the Website and the TAIAO Project.
How do we collect information?
4.1 We collect information about you in three ways:
(a) Information that you provide to us: This includes information provided:
(i) when you sign up to our Website as a Registered Use and/or join our mailing database (Registration);
(ii) as part of the process of submitting Resources as a Registered User, or otherwise working with us to progress our Purposes or Legitimate Interest (Content Development);
(iii) when you interact with us, for example, when you give us feedback, alert us to inappropriate content, submit online feedback, when you contact us, when you as a Registered User engage with communication tools on the Website.
(b) Information we automatically collect: This includes information collected from your use of the Website (including via cookies), emails, and other services and systems that we provide to you.
(c) Information we collect from third parties: We may collect statistical information about your visit to the Website to help us improve the Website. This information is aggregated and does not identify you personally, but is obtained from our third party providers.
What information do we collect?
5.1 We may collect the following information, in addition to what is necessary for our Purposes and Legitimate Interests, and what is permitted or required to be collected under New Zealand law.
(a) Registration: Where you are a Registered User of the Website, we will collect the following personal information during the registration process as follows:
(i) your name;
(ii) email address and other contact details; and
(iii) your occupation and associated occupation information.
(b) Interactions: If you engage in Interactions with us:
(i) your name; and
(ii) email address and other contact details.
(i) your IP address;
(ii) the search terms you use;
(iii) the date and time you visited the Website;
(iv) the referring site (if any) you clicked through to this Website;
(v) information related to errors that occurred on the Website while you were using it; and
(vi) other things such as your screen resolution and the language setting of your browser.
Who will have access to your information?
6.1 Our employees and certain third party providers and partners of TAIAO will have access to your information to the extent necessary to provide the specific services that we have engaged them to perform, in order for us to achieve our Purposes or Legitimate Interests.
6.2 Our general service providers include:
(a) contractors and content contributors who assist us with Content Development, the Website, publishing and other projects;
(b) technology providers, including data storage providers;
(c) analytics and monitoring service providers such as Google Analytics; and
(d) other departments within the UOW.
6.3 We may share your information with the Ministry of Business, Innovation and Employment (MBIE), our TAIAO partners, Registered Users (where you have accessed their data under a license) and the UOW as part of our reporting requirements. We use our best efforts to aggregate and anonymise this information where it is not necessary to identify you.
6.4 Where we are required to provide access or share information with third parties in order to give effect to our Purposes or Legitimate Interests, we will use our best efforts to minimise what is made available or shared.
6.5 You also authorise us to provide access or share your information where there is a genuine need to do so in order to achieve our Purposes or Legitimate Interests, where permitted by this Policy, where you have provided consent (for example, you win a competition and the terms of the competition that you agreed to authorise use to publish your name), or where such access and sharing it is permitted or required by law.
Communications and marketing
7.1 If you want to unsubscribe from our mailing list, you can unsubscribe by clicking on the “unsubscribe” link in an email, or email us at firstname.lastname@example.org.
7.2 We do not pass on your information to other organisations for their own communications and marketing purposes.
8.2 Most web browsers will allow you to set some control over cookies in your browser settings. This includes deleting them from your browser or disabling them altogether. If you do choose to set your browser to disable all cookies, this may affect your ability to use some of the features on our Website.
How do we keep your information secure?
9.1 We take all reasonable steps to keep your information safe and secure. In some instances, your personal information may be transferred, and held, by service providers in New Zealand and overseas (for example, where it is stored using a cloud-based storage service). Where this occurs, we do everything reasonably within our power to ensure that the service provider also has reasonable security measures in place to protect your information. You should bear in mind that submission and transmission of information over the internet is never entirely secure. We cannot guarantee the security of information you submit via our website or by email whilst it is in transit and any such submission is at your own risk.
9.2 We will not transfer your information to an overseas-based service provider unless we are satisfied that the service provider will protect your information in a way that is comparable to the protections afforded by New Zealand privacy law.
How long do we keep your personal information?
10.1 We retain your personal information for as long as is necessary to fulfil our Purposes and Legitimate Interests (see above), comply with our legal obligations and perform our contracts with you.
What are your rights?
11.1 You have the right to ask for a copy of any personal information we hold about you, and to ask for it to be corrected if you think it is wrong (and you are unable to update it yourself through a relevant online service). If you would like to do this, please email email@example.com.
11.2 We'll respond to your request as soon as reasonably practicable and no later than 20 working days after we receive it.
11.3 You also have the right to make a complaint to the Office of the Privacy Commissioner if you think we have breached, or may have breached, your privacy. You can contact the Office of the Privacy Commissioner at www.privacy.org.nz.
11.4 In addition, you have the right to:
(a) withdraw consent, where consent is the legal basis for our processing of your information;
(b) request to be forgotten, that is your information to be removed from systems that we use to process your information. However, under New Zealand law, we may be required to retain certain information;
(c) request copies of your information in a structured, commonly used and machine-readable format and/or request us to transmit this information to another person (where this is technically feasible);
(d) restrict our processing in certain ways, such as by opting out of the provision of some information or of its processing;
(e) object to certain processing activities by us; and
(f) make a complaint to a supervisory authority.
11.5 Please note that exercising the above rights with respect to processing may restrict TAIAO’s ability to provide services and benefits to you and to undertake its Purposes and Legitimate Interests (see above).